Guideline GNWT INFORMATION TECHNOLOGY ORCS Development. 1. Statement

Transcription

1 Guideline GNWT INFORMATION TECHNOLOGY ORCS Development 1. Statement The purpose of this guideline is to provide a standardized methodology for developing a records classification system for identifying, describing, organizing, classifying, managing, and disposing of the operational records of a department. The guideline also describes the acceptable format for Operational Records Classification Systems (ORCS). 2. Guideline The methodology described in the attached Guideline for ORCS Development is the recommended methodology for developing operational records classification systems in the Government of the Northwest Territories. The format for a records classification system described in the attached guidelines is the accepted format for a records classification system. 3. Supporting Documentation and Information a) Policy - Recorded Information Management b) Policy - Records Scheduling c) Standard - Operational Records d) Standard - Administrative Records e) Attached Guideline - ORCS Development Implementation This Guideline applies to all employees defined in the Public Service Act who have been assigned responsibility for developing an ORCS. It also applies to anyone who has been contracted to develop an ORCS on behalf of a GNWT department, board or agency. Chairman of the Informatics Policy Committee (IPC) 05 June 2007 Page 1 of 71

2 (This page left blank) 05 June 2007 Page 2 of 71

3 Guideline GNWT INFORMATION TECHNOLOGY ORCS Development ORCS Development Guidelines Prepared by Records Management Corporate Services Public Works and Services 05 June 2007 Page 3 of 71

4 Guideline GNWT INFORMATION TECHNOLOGY ORCS Development Table of Contents TABLE OF CONTENTS... 4 INTRODUCTION What is an ORCS? Benefits of an ORCS... 9 CHAPTER 1: GETTING STARTED Services Available Scope of the ORCS Planning Research Record Inventories Analysis CHAPTER 2: DEVELOPING A CLASSIFICATION SYSTEM What is a Records Classification System? Block Numeric System Designing the Classification System Relationship to ARCS Relationship to other Records Disposition Authorities Will it Work? June 2007 Page 4 of 71

5 CHAPTER 3: DEVELOPING THE RETENTION SCHEDULES Requirements Analysis Developing the Retention Schedule Will it Work? CHAPTER 4: FORMAT OF AN ORCS Review and Approval Page Introductory Material Sections Primaries and Secondaries Appendices Headers and Footers CHAPTER 5: THE APPROVAL PROCESS Submitting the Approval Package CHAPTER 6: AMENDMENTS Submitting the ORCS Amendment Package CHAPTER 7: CANCELLING SCHEDULES The Cancellation Process CHAPTER 8: IMPLEMENTATION Senior Management Support Implementation Plan Issues to Consider BIBLIOGRAPHY AND SUGGESTED READING APPENDICES June 2007 Page 5 of 71

6 05 June 2007 Page 6 of 71

7 Introduction The purpose of the ORCS Development Guidelines is to make available a comprehensive set of instructions and tools for the development of Operational Records Classification Systems for Government of the Northwest Territories (GNWT) departments and agencies. 1 The ORCS Development Guidelines is directed primarily at Departmental Records Coordinators but will also be useful for any administrative staff carrying out records management related activities. The Guidelines describe the steps involved in creating an ORCS. It starts with the planning phase and continues through to final approval. They also look at how the ORCS document will be formatted. 1. What is an ORCS? ORCS stands for Operational Records Classification System. In the GNWT, an ORCS is a combined records classification system and records retention schedule for the operational records of a department or agency. A records classification system is a system for identifying, organizing, and retrieving records. A retention schedule sets out a timetable for managing and disposing of records. An ORCS is also a type of Records Disposition Authority (RDA). A RDA is a list of public records that indicates and authorizes how long a group of records should be kept. A RDA also indicates the final disposition, or final action, that will be taken when the records are no longer needed. In other words, a RDA is a records retention schedule. In summary, an ORCS performs three basic functions: It is a classification system. Departments can use it to identify, organize, and retrieve their operational records. It is a retention schedule. Departments can use it to schedule the active, semiactive, and final disposition phases of the records life cycle. It is a records disposition authority. When reviewed and approved by the Deputy Head, the Records Manager, Public Works and Services, and the Territorial Archivist, Education, Culture and Employment, ORCS give departments the authority to dispose of records that have reached the end of their life cycle. 1.1 Operational vs. Administrative Records Every organization can sort its records into two broad categories: operational records and administrative records. Operational records are created as part of the organization s main business or in support of its legislated mandate. In the GNWT, a department creates operational records when it provides a service, runs a program, or performs some other activity that is within its mandate. A department s mandate is set out in legislation and policy. Operational records are described, classified, and scheduled in an ORCS. 1 The term department will be used in this manual to mean GNWT departments, agencies, boards, and Crown corporations. 05 June 2007 Page 7 of 71

8 All departments also have administrative records. Administrative records are created as a result of administrative activities, or housekeeping functions. Administrative activities are those tasks which are done in order to keep the department running, but which the department does not have a specific mandate to do. Administrative records also include records that are common to all government departments. Some examples of administrative activities include: Accounting Buying and keeping track of equipment Records management Administrative records are described, classified, and scheduled in ARCS, the Administrative Records Classification System. Administrative Records Housekeeping records Used to keep the department running and provide services within the department Common to all departments Not related to a mandated functions Internally directed Examples: Committee files Accounting records Budgets Furniture inventories Operational Records Program and service related records Used to deliver a program or service to external clients (e.g. the public or another department) Unique to each department Related to mandated functions Externally directed Examples: Client files Project files In some cases it may be difficult to tell if a record is administrative or operational. Some administrative records, such as committee records, may have an impact on operational functions. In other cases, operational activities may generate administrative records. This often happens when the government provides funds to individuals or organizations. The function of approving and providing the funds is usually operational, but it produces records that feed into the administrative accounting functions. A good understanding of operational processes throughout the department is essential to developing a good ORCS. 1.2 Classification Systems and Retention Schedules A records classification system is a way to organize records into logical classes, or groups, based on their common features. People naturally group similar records together because it makes the records easier to find later. However, people do not always organize records the same way. It is often difficult for one person to find information in 05 June 2007 Page 8 of 71

9 another person s filing system. Records classification systems are designed to make everyone organize their records in the same way. A classification system makes records easier to find and use. A records retention schedule is a sort of timetable that outlines how long records should be kept by a department. It also identifies how the records will be disposed of. Retention schedules identify how long records should be kept to fulfill business needs, or to meet legal, financial, or audit requirements. The purpose of a retention schedule is to reduce costs and liabilities by setting up a process that allows a department to systematically get rid of the records that do not need to be kept. If they were kept, these records would use up office space that could be put to better use. They would also make retrieval times slower by making it harder to find the information that you need. At the same time, retention schedules identify the records that departments must keep for a certain length of time, and makes sure that that these records are retained. An ORCS combines a records classification system and a records retention schedule into a single system for operational records. It is used to both organize and schedule records. This means that every record classified by an ORCS has a retention schedule assigned to it. Not all records management systems make a direct link between classification and retention. The benefit of the ORCS system is that the retention and disposition of a record is known from the moment that the record is created and classified. When a department uses both ARCS and ORCS, it will have a comprehensive, uniform, system that identifies, classifies, and schedules all of the department s records. 2. Benefits of an ORCS There are a number of reasons why departments should have and use ORCS to manage their records. 1. Better Organization of Records ARCS and ORCS provide the basis for the complete, consistent, and logical organization of a division or a department s records. ARCS and ORCS capture and describe all of the records that belong to a department or division. ARCS and ORCS encourage users to organize similar records in the same way every time. This makes it easier to share information and control copies. 2. Systematic Movement of Records through their Life Cycle The retention schedules in ARCS and ORCS set up a system for regularly closing out files, moving them to lower-cost storage areas, and disposing of them when they are no longer needed. It also sets up a system for separating the department s official, or master, records from copies. The retention schedules make sure that records are available when they are needed, which protects the government and the public from legal and financial risks. At the same time, the retention schedules ensure the timely disposal of records that are no longer useful. The retention schedules identify records 05 June 2007 Page 9 of 71

10 that have historical value to the Territory and set up a process for transferring those records to the NWT Archives. Finally, the retention schedules set up an audit trail for the destruction of records, and provide for the destruction of records in the ordinary and normal course of business. 3. Improved Support for Management and Decision-Making ARCS and ORCS set up a system for better filing and retrieval of records. Records that are organized logically and are easy to find will support management activities and decision-making. As a result, departments are better able to perform their duties and meet their responsibilities. They are also better able to meet their obligations under the Access to Information and Protection of Privacy Act. 4. Reduced Costs As mentioned above, using ARCS and ORCS can lead to cost savings by lowering the amount of office space, storage equipment, and supplies needed to store records. It can also reduce the time spent looking for and retrieving records. This leads to a more efficient use of staff time. 5. Support Public Policy The GNWT has recognized that its information is of great interest and value to the public. Both the Access to Information and Protection of Privacy Act and the Archives Act recognize the public interest in government information. Other legislation also recognizes this interest. ARCS and ORCS support public policy by making it easier to find the information that is needed to meet policy requirements. 05 June 2007 Page 10 of 71

11 Chapter 1: Getting Started 1. Services Available You do not have to be on your own when you develop an ORCS. Services are available from a variety of sources that will assist throughout the development of an ORCS. 1.1 Public Works and Services, Records Management Section Records Analysts in the Records Management Section of Public Works and Services have experience in developing ORCS. They can give help and advice throughout the project. The earlier in the ORCS development that the Records Management Section gets involved, the better the advice that can be given which will result in a more timely review and approval process for the ORCS. Records analysts can help develop project plans, assist with research, and provide advice on designing classification systems and identifying retention schedules. PWS offers courses in developing classification systems and retention schedules. PWS also issues Records Management Bulletins and Records Management Tips that discuss different aspects of ORCS design. The Records Management Section must be notified when you decide to develop an ORCS. 1.2 Education Culture and Employment, NWT Archives Archivists at the NWT Archives can also give assistance and technical advice. The earlier in the ORCS development that the NWT Archives gets involved, the easier it will be for them to identify final disposition actions. The NWT Archives must be notified when you decide to develop an ORCS. 1.3 Justice, Legal Services Departments must request advice and/or a legal review of the ORCS if the records meet one or more of the following: The records have been required in a legal matter in the past. The records relate to sensitive social policy matters and the welfare of individual members of the public. The records relate to environmental or land use matters. The records relate to aboriginal matters. The records relate to agreements or contractual obligations of the government. The purpose of the legal review is to identify risks and concerns to the government, limitations on actions, and the probability that records will be required to defend the government in the event of litigation. It is the responsibility of the department that is preparing the ORCS to identify legal issues within the ORCS. 05 June 2007 Page 11 of 71

12 1.4 Financial Management Board Secretariat Audit Bureau Departments must request advice and/or an audit review of the ORCS if the records meet one or more of the following: The records relate to financial transactions, grants, contributions, loans, and similar financial matters. The records relate to agreements or contractual obligations of the government. The purpose of the audit review is to ensure that appropriate records are available for use during financial and program audits. It is the responsibility of the department that is preparing the ORCS to identify financial or audit issues within the ORCS. 1.5 Other GNWT Departments In some cases, it may be beneficial to have the draft ORCS reviewed by other program areas of the GNWT. As an example, an ORCS that includes employee issues may be reviewed by Human Resources, or, an ORCS that includes environmental issues may be reviewed by Environment and Natural Resources. 2. Scope of the ORCS An ORCS can be used to classify and schedule the records of an entire department, or a division or region within the department, or of a work unit or program within a division. Before you begin to develop an ORCS, you need to decide if it will cover all or part of the department s records. If the department is going to have several different ORCS, then they should be designed so that they can work together as a single system and do not overlap. Employees will find the system easier to use if all of the department s ORCS work the same way and if records cannot be classified into many different ORCS. 3. Planning You will find it useful to develop a project plan before you begin to develop an ORCS. Assistance is available from the Records Management Section of Public Works and Services. The purpose of the plan is to organize the work and to identify the resources that will be required to develop the ORCS. A good plan will let management and employees know what they should expect from the ORCS development project. A project plan usually contains the following components: Mission statement or purpose statement A short paragraph that explains the purpose of the project. Goals and Objectives Goals are general statements about what the project should achieve. Objectives describe the steps needed to reach a goal. Objectives also identify the criteria that will be used to show that the goal has been reached. 05 June 2007 Page 12 of 71

13 Deliverables A list of the products that the project will produce. In this case, one or more ORCS. Scope The scope sets the limits for the project. The scope of an ORCS development project can be as broad as developing an ORCS for every division and regional office in the department, or as narrow as developing an ORCS for a specific work group or program. Tasks A detailed list of the tasks that need to be done in order to finish the project. The tasks should be listed in the order in which they are to be done. The tasks can also be shown as a Work Breakdown Structure, which is a sort of tree diagram that shows the tasks that must be done in order to complete each part of the project. Timeline A set of dates or deadlines for starting and finishing each task. Timelines can be shown as a simple list of dates that is set against each task, or can be set up in something as complicated as a Gantt or PERT chart. Resources A list of the people, equipment, supplies, and funds needed to complete the project. 4. Research Before developing an ORCS, you must research the mandate and structure of the department. This will give you an overview of the department, which will act as a framework on which to build all of the department s ORCS. A good understanding of the department will make it easier for you to develop a good ORCS. The research is also useful for developing other components of the records management program. Sources for this research include the following: Territorial and Federal legislation Territorial and Federal regulations Rulings and directives from other regulatory bodies Establishment policies Annual reports Business plans Strategic plans Organization charts The Main Estimates and the Public Accounts Example of Information Sources Sources of information about the Department of Public Works and Services include: Legislation Archives Act Boilers and Pressure Vessels Act Electrical Protection Act Financial Administration Act Petroleum Products Tax Act Public Works Establishment Policy PWS Business Plan The Main Estimates The Public Accounts PWS Internet Publications Client Needs Survey Fire Prevention for Public Buildings Technical Evaluations of Northern Facilities Departmental Policies Disposal of Improved Real Property Disposal of Goods PWS Procedures Manual 05 June 2007 Page 13 of 71

14 Policies, directives, and guidelines Procedures manuals Internet and intranet sites Publications and brochures that describe the department s programs Interviews with management and staff Research at this stage should focus on identifying the department s mandate, roles, and responsibilities. Interviews with senior management and managers should be done throughout the department in addition to other research. The interviews should cover the following areas: The role that the person plays within the department. The role of the division within the department. The programs that the division offers. The legislation and policies that apply to the division Any legislation or policies that direct how the division should handle its records The types of records that the division produces. Similar interviews with employees will be necessary later in the ORCS development process. Records Analysts at PWS can help design interview questionnaires. Sample interview questions are included in Appendix B. Much of this information can be gathered by working with the NWT Archives in a macroappraisal project. The purpose of a macro-appraisal is to look at a division or department s roles and functions, to see how programs have changed over time, and to identify archival records before they are transferred to the Archives. 5. Record Inventories Many people find it helpful to conduct a record inventory before they begin to develop an ORCS. A records inventory is a survey of a department or division s records. It is usually done during the research phase. The purpose of the records inventory is not to create a detailed file list. Instead, the inventory is used to identify and describe the different groups of records that a department has. You can use the records inventory to: Identify the groups of records that the department has. Identify how the records are created and used. Identify the records storage media (paper, electronic, audiotape, etc.). Identify how the records should be protected and retained. You may want to create an inventory form to help you conduct the inventory and gather information. You will usually need one form for each series or grouping of records. You can find examples of inventory forms in the GNWT ARCS Manual, in the section on how to implement ARCS. Sample inventory forms are also widely available in records management textbooks and on the Internet. A detailed inventory form will capture the following information: Name of the Division, Section, or Work Unit 05 June 2007 Page 14 of 71

15 The name of the records series, or the grouping of related records A description of the purpose of the records The date range covered by the records The linear measurement of the records A physical description of the records A description of the storage equipment Date of the inventory Contact name Source of the information Related series of records A description of how the records move around the organization Location of duplicates Current retention practices or user recommendations about retention Inventories should be done in a systematic manner. First, identify all of the places where records are stored. Then, develop a plan for moving through the offices and storage areas in a methodical fashion. This may involve numbering and labelling filing cabinets and other storage equipment, and then proceeding from the first cabinet to the last. The inventory also includes records stored in the Records Centre and in any other off-site locations. Electronic records are more difficult to inventory, and may be most easily identified through interviews with employees. 6. Analysis This step is sometimes called a functional analysis or business analysis in records management literature. A business function is a program or major area of activity. The purpose of the analysis is to find out how the department is organized, to understand the legal environment, to identify the different functions that the department does, and to identify how the different divisions relate to one another. The analysis will help you understand the links between the department s records and its business. It will also help you make decisions about how the records should be organized, classified, and scheduled. The analysis looks at what the department does, but ignores the department s organization chart. Business functions often go across divisional lines. This is especially true in departments that are set up with a head office and several regional offices. The head office might develop a program, but the regional offices deliver it. The regional offices report to the head office on the success or failure of the program. Although several different offices are involved in the program, they are all doing the same function. Several different formats can be used to write up the analysis. A typical analysis will identify each of the major functions and sub-functions, and provide a short description of each function. A detailed analysis will identify individual tasks carried out under each function. A detailed analysis is useful because records are usually created at the task level. 05 June 2007 Page 15 of 71

16 Example of a Functional Analysis Form Function Number: 3.0 Function Title: Petroleum Products Provision Function Description The purpose of the petroleum products provision function is to purchase, transport, store, distribute, supply and sell refined petroleum products to residents in the Northwest Territories in a safe, economic, efficient and reliable manner Retention Requirements: Financial Administration Act: Inquiries into revolving funds must be made every 4 years. 3.1 Fuel Products Procurement 3.2 Transportation Coordination 3.3 Storage 3.4 Distribution 05 June 2007 Page 16 of 71

17 Chapter 2: Developing a Classification System 1. What is a Records Classification System? A records classification system is a system for arranging records into related groups, called classes. 2 Each class deals with a subject area or business function. Records are assigned to classes through a process called classification or coding. The classes bring together records that deal with the same topic or function, so that information can be located easily. When classification systems are used to organize records, all of the records on a particular subject or function will be stored in the same location, such as a filing cabinet or computer directory. In addition to making it easier to find specific information, classification systems encourage people to browse for information. There are many different types of records classification systems. The different systems share a number of basic characteristics: Controlled Number of Classes. All classification systems control the number of classes of records. They also arrange the classes according to some logical system. The simplest method is to arrange the classes alphabetically, which is sometimes known as a dictionary arrangement. An alphabetic system works for small groups of records, but is difficult to use when there are large numbers of records or where the records cover more than one function. Most systems use a hierarchical, or encyclopaedic, approach to developing classification systems. In a hierarchical approach, related classes are grouped together into larger classes. Each of the classes on a lower part of the hierarchy is part of the broader class above it. A tree structure, like the one shown below, is often used to graphically represent the hierarchy. Hierarchical classification systems usually arrange the classes from the most general topics or functions to the most specific. Top level of classification - broadest level of description Middle level of classification - more specific than the top level broader than the lowest level Middle level of classification - more specific than the top level broader than the lowest level Lowest level of classification - most specific level of description Lowest level of classification - most specific level of description Lowest level of classification - most specific level of description Lowest level of classification - most specific level of description Controlled Vocabulary. Classification systems use a controlled vocabulary. This means that synonyms are not used to describe the same type of record. For example, if you decide that a file on an employee will be called a personnel file, then the 2 It has recently become popular to talk about information taxonomies, but they are essentially the same thing as a classification system. 05 June 2007 Page 17 of 71

18 classification system will use the term, personnel file, and will not use synonyms like employee file or human resources file. Numbering System. Another common feature of classification systems is the assignment of an alphabetic, numeric, or alphanumeric code to each class in the system. The codes are used to uniquely identify each class, and to help physically arrange the records. An alphabetic code assigns letters to the different classes. A numeric code assigns a string of numbers to the different classes. An alphanumeric code uses a combination of letters and numbers to identify each class. In a hierarchical classification system, the numbering system will reflect the hierarchy. A long number means that you are further down in the classification hierarchy, and the topic is more specific. In ORCS, the block-numeric numbering system is used. 2. Block Numeric System The block-numeric system is the most commonly used records classification system in governments across Canada. It was originally used by the Government of Canada, and was later adopted with variations by most of the provinces and territories. It is the standard for records classification systems in the GNWT. The block-numeric system is a hierarchical classification system. It is based on the idea that as one moves through the system, the description becomes more specific. The main classification levels in the block-numeric system are sections (also called blocks), primaries, and secondaries. Other levels include tertiaries and quaternaries. General Top Level Section A group of related functions, or subjects First Level Primary Specific functions, activities, or subjects Second Level Secondary Tasks, series, or topics Third Level Tertiary Specific Fourth Level Quaternary 2.1 Numbering Conventions In the block-numeric system, each class is assigned a classification number. The numbers are assigned in blocks, which is how the system gets its name. Blocks, or ranges, of primary numbers are assigned to each section. Each primary is in turn assigned a block of secondary numbers. Each secondary is assigned a block of tertiary numbers, and so on. For example, the following blocks of primary numbers have been assigned to the sections in the GNWT ARCS, the Administrative Records Classification System: 05 June 2007 Page 18 of 71

19 Block Numbers Section Title 1000 through 1999 Administration 2000 through 2999 Buildings and Properties 3000 through 3999 Equipment and Supplies 4000 through 4999 Finance 5000 through 5999 Human Resources 6000 through 6999 Information Systems Each primary in a section takes a number from the range belonging to the section. For example, in the GNWT ARCS, Health and Safety is assigned the primary number 5180, from the block of numbers assigned to the Human Resources section. In the GNWT, primary numbers are four digits long. Each primary is assigned a block of two digit secondary numbers ranging from 00 through 99. In the block-numeric system, there are two default secondaries that appear in every primary, whether they will be used or not: The secondary number 00 is reserved for Policies and Procedures. It exists because policies can be written on any subject. The secondary number 01 is reserved for General. The General secondary is needed as a holding place to put information when there is not enough volume to create a secondary and open a file on the topic. 3 The secondaries 02 through 99 are used for subject and case file secondaries. Subject files are files that deal with a particular subject or topic. Case files are files that deal with a particular time-limited entity, such as a person, place, event, or project. Some jurisdictions reserve secondary numbers for subject files and case files. 4 When a record is classified in the block-numeric system, it is assigned both a primary and a secondary number. If necessary, it may be assigned tertiary and quaternary numbers as well. Each part of the classification number is separated by a hyphen, e.g , , ORCS must be developed at least to the secondary level. The reason for this is that retention schedules are assigned to the secondaries. 3 In the original block-numeric classification system, each primary is initially set up with only two secondaries, 00 Policy and Procedures and 01 General. Documents are placed in the general file until three to five documents accumulate on the same subject. At that point, it is reasonable to create a new secondary and open a new file on the subject. 4 Some jurisdictions reserve blocks of secondary numbers specific types of files. The idea is that information is easier to find if the same type of file is always filed in the same range of secondary numbers. British Columbia and the Yukon reserve 02 through 19 for subject files, and 20 through 99 for case files. Saskatchewan reserves 02 through 49 for subject files and 50 through 99 for case files. In Nova Scotia, 00 through 19 are reserved for common secondaries, 20 through 29 for subject files, and 30 through 99 for case files. Other than 00 and 01, the GNWT does not have reserved secondaries. However, departments can decide to set aside blocks of secondaries for particular types of files. 05 June 2007 Page 19 of 71

20 2.2 Organization of the Classification System In the block-numeric system the first primary in a section is a General primary. The General primary is used to classify information that relates to all of the other primaries in the section or information that cannot be classified into a specific primary. For example, a copy of the financial management manual might be classified in the general primary of the finance section because it deals with all of the subject areas covered by the primaries in that section. Primaries, other than the General primary, are traditionally arranged alphabetically within a section. Other arrangements may be used if they make logical sense to the users. When the primaries are assigned numbers, gaps are left between each primary number so new primaries can be inserted in alphabetical order as the system grows. Gaps of 10 digits are recommended: 0100, 0110, 0120, etc. Similarly, secondaries other than the reserved secondaries, 00 and 01, are usually arranged alphabetically within each primary. When the secondaries are assigned numbers, gaps are left between each secondary so that new secondaries can be inserted in alphabetical order. Gaps of five to 10 digits are recommended: , , , etc. Do not assign primary and secondary numbers until you and the employees who use the records agree on the basic organization of the new classification system. 2.3 Classifying Records in the Block-Numeric System To classify a record in the block-numeric system: 1. Review the record and determine its subject matter and purpose. 2. Browse through the classification system to identify the most appropriate section, primary, and secondary. 3. Locate the appropriate tertiary and/or quaternary, or create a new one, if necessary. General files are not usually divided into tertiaries. 4. Assign the full classification number (primary, secondary, tertiary) to the record. When a record is classified, it is classified to the lowest level in the classification hierarchy. At a minimum, a record will be classified to a primary and then to a secondary. The full classification number for the record is the primary and the secondary number, separated by a hyphen. For example, a file on a department s occupational health and safety program will be classified as If the department divided the secondary into tertiaries and quaternaries on OHS programs and OHS plans, the classification system might look something like this: Classification Number Classification Title Source of Classification Number 5180 Health and Safety ARCS assigns primary number Occupational Health and Safety ARCS assigns secondary Plans Department assigns tertiary 05 June 2007 Page 20 of 71

21 Evacuation Plan Department assigns quaternary Training Plan Department assigns quaternary Programs Department assigns tertiary 3. Designing the Classification System At this juncture of the project, the Records Management Section of Public Works and Services must be contacted. The earlier a Records Analyst is involved in the project the better their understanding of how the classification system works and how it relates to the programs and services delivered by the department or division. This will result in the Records Analyst being able to provide a better level advice and assistance and will expedite the review and approval process. There are three basic approaches to designing a block-numeric classification system: An organizational approach, which bases the structure of the classification system on the department s organizational chart. A subject-based approach, which bases the structure of the classification system on the subject matter of the files. A function-based approach, which bases the structure of the classification system on the department s business functions. Organizational Approach. Although organizational approaches are very common, there are some risks associated with the approach. Classification systems that are based on the organizational chart have to be revised every time there is reorganization. Since governments reorganize frequently, this approach can become time consuming and impractical. Subject-Based Systems. Subject classification systems are based on the idea that information should be organized according to the subject matter to which it relates. The subject approach assumes that the department s records cover a limited number of topics. Thus, it is possible to identify all of the topics addressed by the records, and organize them into a classification system. With subject classification systems, the activity that created the record is less important than what the record is about. The advantage of a subjectbased system is that information on related topics is kept together, which makes it easier to locate information on a single topic. Most traditional and personal filing systems are based on a subject system. The disadvantage to subject-based systems is that new subjects may be added frequently, requiring frequent amendments to the system. Function-Based Systems. Function classification systems are based on the idea that information should be organized according to the business functions or activities it supports. The function-based approach assumes that records are created as a product of business activities, so it is logical to organize the records according to those activities. Function-based systems tend to be more stable than other systems because the basic activities that an organization performs changes very little over time. There is some thought that the functional approach may be more appropriate for handling electronic records than a subject system. A functional classification system can reflect the workflow 05 June 2007 Page 21 of 71

22 used by document management systems more closely than subject systems do. This makes it easier to bring the electronic records into the records management system. Most GNWT ORCS combine elements of all three systems. 3.1 Assigning Blocks of Primary Numbers to an ORCS Each ORCS that a department creates is assigned a block or range of four-digit primary numbers. ORCS numbers can fall into the following ranges: 0000 through through 9999 The range of numbers between 1000 and 6999 are reserved for ARCS. Most departments decide how many ORCS they will develop and assign the blocks of primary numbers before they begin developing an ORCS. By identifying the ORCS and the blocks of numbers in advance, departments will have a better understanding of how the department s classification system will look when all of the ORCS are completed. The result will be a more consistent classification system. In most cases, departments develop an ORCS for a particular division or work unit within the department. Less often, they develop ORCS for a program or function, regardless of which division or regional office they are located. The Public Works and Services ORCS scheme is based on the organizational structure of the department. Blocks of primary numbers have been assigned as follows: Primary Division/Section Numbers Petroleum Products Electrical/Mechanical Safety Records Management Asset Management/Regional Offices Systems and Communications A function or program arrangement for Public Works and Services might be set up as follows: Primary Function PWS Division/Section Numbers Fuel Services Petroleum Products Government Support Services Regional Offices, Asset Management, Systems and Communications, Records Management Inspections and Licensing Asset Management Property and Facilities Asset Management, Regional Offices 05 June 2007 Page 22 of 71

23 Management Notice that the functional arrangement ignores divisional lines. ORCS should be assigned blocks of 100 or more primary numbers. Large ranges are needed because the number of primaries in each ORCS will not be known until each ORCS is written. The more functions to be covered by an ORCS, the larger the range of numbers that will be required. 3.2 Identifying Primaries and Secondaries To start developing the classification system for an ORCS, go back to the records inventory and other information that you gathered when you did the functional analysis (Chapter 1). This information will be used to identify series of records that will then be arranged into primaries and secondaries. Several approaches can be taken to develop the classification system. Two approaches are identified below. In practice, both approaches will be used, depending on the information available. Find a tool that will help you organize and sort out the classification system. Many people use whiteboards, index cards, or large sheets of paper. Some people prefer to use a spreadsheet or make a list up in MS Word. It is even possible to build a small database to help you sort out the classification structure. As you develop the classification system, review it a couple of times with the employees who use the records regularly. Make sure that the system being developed makes sense to them. When the draft classification system is complete, present it to management for review and comments. The purpose of the review is to confirm that all of the records created by the department, division, or section have been identified, and that the descriptions in the scope notes are complete and accurate. Send the completed draft classification system to Records Management, PWS, and the NWT Archives for review. Top-Down Approach The top-down approach looks at the department or division as a whole, and then works down to specific series of records. 1. For a function-based system, first list the functions and programs offered by the department. This information can be found through research and interviews. For a subject-based system, list the different major subject areas that can be found in the file lists or that were described during interviews. 2. Identify the groups of records that are generated by each of the functions or programs, or identify the groups of records that relate to each subject area. These will become secondaries. 05 June 2007 Page 23 of 71

24 3. Prepare scope notes for each primary. 4. Organize the primaries and secondaries into alphabetical order. 5. Assign primary and secondary numbers 6. Revise into the ORCS format. Bottom-Up Approach The bottom-up approach reverses the first two steps in the top-down approach. 1. Review file lists and file inventories. Based on the lists, group related files together by subject or business activity. These will become secondaries. 2. Group related secondaries together according to their function or subject matter. These groupings will become primaries. 3. Prepare scope notes for the primaries. 4. Assign primary and secondary numbers. 5. Revise into the ORCS format. 3.3 Primaries Primaries are used to describe and classify a single subject or functional area. They may describe a single series of records or several related series of records. If you are having trouble deciding if a secondary belongs in one primary or in a different one, then your primaries may be too broad in scope. If a primary contains more than eight secondaries, then it may be too broad in scope or the secondaries may be too narrow in scope. Primary titles should be short, descriptive, and unique. Each primary must have a scope note. A scope note is a paragraph or two that describes the subject area or function that is classified by the primary. It is used to help people confirm that they have found the correct primary when they are classifying or retrieving a record. Write your scope notes so that they can be understood by someone who is new to your department and who is not familiar with your department s procedures and terminology. Readers should not be left wondering how one of the secondaries fits into the primary. Scope notes should describe: The function or purpose of the records that are to be classified in the primary. The types of records that are classified in the primary. Those groups of records that are included in the primary. Those groups of records that are excluded from the primary. 05 June 2007 Page 24 of 71

25 3.4 Secondaries Secondaries are used to describe and classify a sub-set of the records that are classified into a primary. Usually a secondary will classify a series or sub-series of closely related files. Make sure that you do not make your secondaries too specific. One common mistake is to name a secondary after a specific file, which means that you can only use that secondary for that one file. Later, if you need a new file on a similar topic, you will have to submit an ORCS amendment for review and approval to add a new secondary. It is better to keep your secondaries broad enough to classify more than one file, and describe individual files at the tertiary level. Secondary that is Too Narrow Report on the ABC Project Report on the XYZ Project Secondary that is Flexible Project Reports This secondary can accommodate both reports as tertiaries Subject File Secondaries Subject files are files that relate to one subject or topic. They are used for correspondence, reports, reference material, and other information that are most often requested by subject. A subject file secondary would be used to classify files that deal with different aspects of a subject. Subject files are easiest to retrieve if they are in alphabetical order by subject Case File Secondaries Case files are files that relate to a specific person, place, organization, client, project, program, event, action, or transaction. The file may contain information on many subjects, but they usually retrieved by the name of the case. The information contained within the case file tends to be similar both within a file and between similar case files. For example, a purchasing file will contain a limited number of types of documents, such as tenders, bids, and contracts. Each individual purchasing file will contain the same types of documents: tenders, bids, and contracts. Depending on the type of case file, it may make sense to retrieve them alphabetically or numerically by a case number Other Types of Secondaries In some cases it may make sense to separate other types of records into different secondaries. Usually the decision to create separate secondaries is based on retrieval or retention requirements for the records that distinguish them from the usual subject and case files. Some examples of records that may be separated into secondaries are as follows: Case Working Papers. These are reference materials used to support the development of the information in the case file. If these records can be distinguished from the information that belongs in the case file, it may be useful to create a separate secondary with a shorter retention period. Case working paper secondaries should only be created for working papers that do not fit the definition of working papers in the Transitory Records Schedule (RDA ). 05 June 2007 Page 25 of 71

26 Film, Tape, Disk, CD, DVD, etc. If records are kept in an alternate storage medium i.e. not in paper or electronically on a computer network, it may be appropriate to list these records as a separate secondary. Maps, Plans, Drawings, and Charts. Maps, plans, drawings, aerial photographs, and other large-scale materials require special storage equipment. They also require special handling during retention and disposal. In many cases it is physically impossible to file these records in a subject or a case file. In other cases, the retrieval methods for these records do not lend themselves to a subject or case file structure. As a result, it is often necessary to identify these records as a separate secondary. 4. Relationship to ARCS In an ideal world, ARCS and ORCS would be mutually exclusive. This means that ARCS and ORCS should not classify the same records. If a department has similar or identical primaries in both ARCS and ORCS, it gives the users too many choices, and increases the chances that records will be classified incorrectly. There are a number of guidelines to keep in mind while developing an ORCS: 1. Operational records relate directly to a department s legislated mandate. If the records can be found in more than one department, and your department has not been assigned lead responsibility for a function by the Executive Council, then the records belong in ARCS. 2. If a primary exists in ARCS, the records should be filed in ARCS and should not be included in ORCS. Cross-references can be used to direct users from the ORCS to the appropriate ARCS primary. 3. If the retention periods in ARCS do not let the department meet its obligations to its clients or its legal obligations, the records must be included in an ORCS. 4. If the department has records that are not included in the relevant ARCS Primary and cannot be worked into the ARCS system in any fashion, the records must be included in an ORCS. 5. Primary and secondary titles in ORCS should not be the same as primary or secondary titles in ARCS as this is confusing to users. 6. Where ORCS primaries overlap with ARCS primaries, a Note must be made on the ORCS page to tell users when they are to use the ORCS primary and when they are to use the ARCS primary. 7. The department s records management manual must contain a list of all ARCS primaries that have been replaced by an ORCS primary. 05 June 2007 Page 26 of 71

27 8. The department should be prepared to explain its decision to use ORCS instead of ARCS throughout the review and approval process. 5. Relationship to other Records Disposition Authorities Departments often create a separate ORCS for each of their divisions. The different ORCS in use within a department should be mutually exclusive. If two divisions have records on the same topic, the division that holds the master record (the Office of Primary Responsibility) would include the records in its ORCS. The other division would be able to classify and schedule the records as copies using the first division s ORCS. If the same record is classified into more than one ORCS, the master file should be identified, and all of the copies be scheduled accordingly. 6. Will it Work? Once the classification system has been developed, step back and review it against any file lists that may be available. Find out if all of the files on the file list can be classified into the classification system. If some files cannot be classified, find out why. It may be that something was overlooked when the classification system was put together, or it may be that the existing filing practices need to be changed. Review the classification system with the employees who will be responsible for using and maintaining the system. Do they understand the classification system? Does the terminology and the structure make sense to them? Do the scope notes make sense? Can they find a place for all of their records? 05 June 2007 Page 27 of 71

28 Chapter 3: Developing the Retention Schedules This chapter will look at how to develop retention schedules for an ORCS. A retention schedule is a timetable that shows how long a department must keep its records and the method of final disposition. In ORCS, retention schedules are assigned to each secondary in the classification system. 1. Requirements Analysis The first step in developing a retention schedule is to find out how long your department needs to keep its records. This is known as a requirements analysis. The requirements analysis looks at the department s obligations and needs, including its: Obligations or need to create records. Obligations or need to keep records for particular lengths of time or in a particular format. Obligations or need to dispose of records in a certain way or by a certain date. There are six requirements to consider when developing retention schedules: Administrative Requirements: This refers to how long the department needs to keep records for business or reference purposes. The length of time that the records are needed will vary from one series of records to the next. This information is usually obtained from interviews with staff and by reviewing departmental procedures. Legal Requirements: This refers to laws, regulations, and policy that affect which records a department keeps and/or how long records need to be kept. Legislation, regulations, and policies do not usually give specific retention periods. They may identify records that should be created and kept. To obtain this information, read your department s legislation, regulations, and policies, and look for references to documents, records, and retention. 5 In some cases, it may be necessary to verify legal requirements with a lawyer. Financial/Audit Requirements: This refers to requirements for keeping financial records and records that may be used in audits. Financial requirements apply to records that help to show how money was spent or how the department planned to spend it. They may also apply to some program records. The Financial Administration Act and the Financial Administration Manual are the main source of information about financial requirements. However, other legislation and standards issued by the accounting profession may also set out financial requirements. In some cases, it may be necessary to verify financial requirements with a finance manager or the Audit Bureau. 5 The Records Management Unit has copies of Datafile s Records Retention: Statutes and Regulations, and Anson-Cartwright, Hollingshead and Kennish s Records Retention: Law and Practice, which you may find useful. 05 June 2007 Page 28 of 71

29 Evidential Requirements: This refers to the department s need to keep a corporate memory or organizational history. Your department may need to keep some records in order to keep track of decisions or precedents. For example, a commission or tribunal may want to keep records of its decisions for a long time, because past decisions will help it decide future cases. Industry Requirements: This refers to standards that industries and professions have issued. Industry requirements are a useful guideline because they are often designed to address specific legal risks. Professional associations and national standards organizations can sometimes provide information on recordkeeping requirements. Social Requirements: This refers to the public s expectation that the government will keep certain types of records. Social requirements should be considered when determining retention periods for records about people, public safety, or long-term issues such as land use and the environment. Social requirements are difficult to determine, but are based on the length of time during which the public can be expected to have an interest in the records. The cost of preserving these records over the long term may be a factor in deciding how much importance should be placed on social requirements. It is at this juncture of the ORCS development that advice and/or a review be requested by Legal Services or the Audit Bureau. This will result in a more timely review and approval process for the ORCS. 2. Developing the Retention Schedule 2.1 Overview Retention schedules are based on the department s retention requirements and the retrieval rate of records that have been closed. For each secondary in the classification system: Determine the event that closes the record. This will usually be the fiscal year or calendar year. Other events include the replacement of a policy or the end of a project. Based on the retention requirements, determine how long the records need to be kept after they have closed (the total retention period). Split the total retention period into active (on site in the office) and semi-active (off site in the Records Centre) storage periods. For greater convenience and efficiency, closed records should be kept in active storage if they are consulted on a monthly basis. Records that are closed but have a high retrieval rate should not be sent to the Records Centre. Consult with the users of the records to determine how frequently records are used. 05 June 2007 Page 29 of 71

30 2.2 Format of a Retention Schedule Retention schedules consist of one or more tables containing a description of the records that are being scheduled and different columns for each of the stages in the life cycle. In ORCS, retention schedules are assigned to every secondary in the classification system. Example of a ORCS Retention Schedule SECONDARIES MASTER FILE COPY FILE A SA FD A SA FD 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D Notice that the table is divided into three sections: Secondaries, Master File, and Copy File. Secondaries. The Secondary section provides the secondary number and the secondary title. This section is used to classify records. Master File. The Master File section is used for the retention period for the official record, or master record, of the department. The Master File section is divided into three columns, reflecting different stages of the records life cycle and different storage locations: A=active (records are closed and stored in the office). SA=semi-active (files are stored in lower cost storage, such as a records centre or off-line). FD=final disposition. Copy File. The Copy File section is used for the retention period for any copies of the master records that may exist within the department. The Copy File retention period should not be longer than the master file retention. Copy files are not transferred to the Records Centre for storage. Retention periods are usually given in years. They are not usually based on weeks or months, because of the work involved in tracking and closing records on these shorter periods. Likewise, a semi-active retention of less than two years should not be not used because it creates a great deal of administrative work in a very short period of time. 2.3 Determining the Retention Trigger A retention trigger is a date or event that closes a record. An abbreviation is often included in the retention schedules to tell users what the trigger is. In the GNWT, retention 05 June 2007 Page 30 of 71

31 periods and disposition dates are calculated from the closed date of the file. 6 common triggers are: The most The end of the fiscal year (March 31 st ). The fiscal year trigger is not usually abbreviated in the ORCS retention schedules. Instead, the Active column will just show the number of years that the records should be kept after the closed date. The record is replaced (superseded) by a new record, or the record is obsolete (out of date). The Superseded/Obsolete trigger is abbreviated as S/O. It is used to indicate an event-based trigger, such as a policy is updated, a project ends, a contract expires, or a case closes. In ORCS, retention triggers are placed in the Active (A) column of the retention schedules. Examples of Retention Trigger Abbreviations Abbreviation Explanation CY FY S/O S/O* End of the Calendar Year (December 31 st of every year) End of the Fiscal Year (March 31 st of every year for departments and most agencies) Superseded/Obsolete Superseded/Obsolete the asterisk (*) indicates that there is a note that describes the event that makes the records superseded or obsolete. 2.5 Filling Out the Retention Schedule: Active or Semi-Active For records that have a date-based trigger, the length of time that the records are kept in active storage after they have been closed is shown in the Active (A) column. The Semi- Active (SA) column shows the length of time that the records can be kept in a records centre after the active period has ended. The Active and Semi-Active columns are added together to find the total retention period after the files have closed. For records that have an event-based trigger (such as S/O), the S/O abbreviation is placed in the Active column. S/O files are usually be transferred directly to semi-active storage as soon as they close. Thus, the total retention period is placed in the semi-active (SA) column. 6 The retention schedules for some human resources files are exception to this rule. Those retention schedules are calculated from an employee s birth date. 05 June 2007 Page 31 of 71

32 Examples of Retention Schedules and Their Interpretation A SA FD Explanation 2 5 D The records close on the fiscal year, and are kept on-site for another 2 years. The records are then transferred to a records centre and kept for 5 years before they are destroyed. The total retention period after closure is seven years. S/O 7 D The records close when an event renders them superseded or obsolete. The records are then transferred to a records centre for 7 years before they are destroyed. The total retention period is seven years after closure. S/O+1 6 D The records close when an event renders them superseded or obsolete. They are then kept in active storage in the department for an additional year. At the end of that year, the records are then transferred to a records centre for 6 years before they are destroyed. The total retention period after closure is seven years. FY+2 5 D The records close on the fiscal year, and are kept on-site for another 2 years. The records are then transferred to a records centre for 5 years before they are destroyed. The total retention period after closure is seven years. 2 Nil D The records close on the fiscal year, and are kept on site for 2 years. The records have a semi-active period of 0 years, and are then destroyed. In practical terms, this means that they are destroyed at the end of the active period. 2.5 Final Disposition Final disposition refers to the action that will be taken to dispose of the records when they have completed their active and semi-active retention periods. Final disposition is done through destruction, transfer to the NWT Archives for archival appraisal and selection, or transfer to another organization. Departments occasionally designate records for full retention, meaning that the records will be retained indefinitely in the department. Destruction is the most common disposition. It is abbreviated in the retention schedules as D. The abbreviation, AS/D (Archival Selection/Destroy) is used to indicate that records should be transferred to the NWT Archives for appraisal at the end of the semi-active period. The records that have not been selected for archival preservation will be destroyed. The NWT Archives determines which secondaries should be given a disposition of AS/D. Full retention is abbreviated in the retention schedules as FR. It means that the records will be retained indefinitely in the department. Records will not be retained 05 June 2007 Page 32 of 71

33 indefinitely in the Records Centre. The GNWT s records centres are not equipped to store permanent records. Your department should put a preservation program in place for any records that have been designated as full retention. The preservation program should be described in the ORCS. If media conversion is required, the schedules can authorize the destruction of originals that have been migrated on to a preservation medium. The process of migrating the records to another medium and destroying the originals should be clearly described in the ORCS, This will allow the review and approval process to be completed in a timely manner. Departments should avoid designating records for Full Retention as much as possible. Most departments do not have the financial resources or expertise to maintain records indefinitely. Records that are truly of historical value should be transferred to the NWT Archives, where they can be preserved, stored in climate controlled facilities, and made available to future generations. The Northwest Territories Archives is responsible for determining which records have historical value and will be preserved in the NWT Archives. At this juncture of the project, the NWT Archives of Education Culture and Employment must be contacted. An Archivist will determine which records warrant preservation in the NWT Archives (AS/D). The remaining records can then be assigned a final disposition of D for destruction or FR full retention in the department. Standard Disposition Abbreviations Abbreviation Explanation AS/D Archival Selection/Destroy. The records are offered to the NWT Archives. An archivist will make a selection of some, all, or none of the records. The records that are not selected will be destroyed. D Destroy FR Full retention by the department. Records remain in the custody of the department indefinitely. They cannot be destroyed, though they may be migrated to a preservation medium for preservation purposes. Preservation plans should be described in the ORCS so that the destruction of originals can be authorized. ** Indicates that some other action will be taken at the end of the record s semi-active period. A note to the retention schedule should be included to explain the action. 3. Will it Work? Once the retention schedule has been written, step back and consider how the schedule will be implemented. Do the retention triggers and retention periods reflect how the records are created, organized, and used? Can the retention triggers be applied based on the way that the files are set up or the operating procedures that the department follows? Can all of the records included in a particular secondary be triggered and scheduled in the manner described in the schedule? Does the office have enough space for the volume of records that it must keep on site? 05 June 2007 Page 33 of 71

34 Review the retention schedules with the employees who create and use the records. Confirm with them that the records will be kept long enough to suit their needs. If the schedule covers contracts and other records that may be required for litigation, you must have the schedule reviewed by Legal Services. 05 June 2007 Page 34 of 71

35 Chapter 4: Format of an ORCS The purpose of this chapter is to describe how an ORCS document will be formatted and presented. Using a standardized format will make the system easier to understand and use. Staff will require less training, because they will only have to learn one system. The ORCS format is identical to the format used for the GNWT ARCS. Templates are included in an appendix to this manual. Templates may also be obtained from the Records Management Unit, PWS, in MS Word. 1. Review and Approval Page The review and approval page contains the signatures of the Records Manager, PWS, Territorial Archivist, ECE, and Deputy Head or designate of the department. The review and approval page contains the following information: The records disposition authority number assigned to the ORCS by the Records Management Unit, PWS. The name of the department, division(s), section(s), or function(s) covered by the ORCS The date on which the schedule was completed by the department. Identification of the Records Disposition Authority is an ORCS Identification of the Records Disposition Authority as an On-Going Schedule Space for signatures of the Records Manager, Territorial Archivist, and Deputy Head or designate and signing date(s). 2. Introductory Material Introductory material is used to explain the purpose of the ORCS, its context within the department and within the government, and how it is to be used. The introductory material will include the following elements: Effective Date of the Records Disposition Authority: The Records Disposition Authority will take effect on this date. Records created after this date will be converted to the new classification system and new retention schedules. A One-Time Records Disposition Authority may be used to schedule records created before this date. Purpose of the Schedule. This element consists of one or more paragraphs that explain the purpose and benefits of the ORCS. Organizational Profile. This element consists of one or more paragraphs that explain the mandate of the department or division, and describe the programs whose records are included in the ORCS. The organizational profile is used to place the records disposition authority in its organizational context. It may include an organizational chart in addition to the text description. 05 June 2007 Page 35 of 71

36 Regulatory Environment. The regulatory environment lists all of the legislation and regulations that affect the mandate of the department and which govern the creation of the records included in the ORCS. This information is used to place the records disposition authority in its legal context. Description of the Records. This element contains one or more paragraphs that briefly describe the records that are covered by the ORCS. External Review and Advice. This element identifies the external experts that were consulted regarding the retention and disposition schedules contained in the ORCS. Other Records Disposition Authorities. This element identifies and explains the relationship between any other records disposition authorities that schedule records that are related to the records described in the ORCS, or which are being replaced by the ORCS. Office of Primary Responsibility (OPR). The OPR is the division or work unit that is responsible and accountable for the records that are described in the ORCS. Exceptions to the OPR should be listed. Definitions. This is a brief glossary of terms that are used in the ORCS. Abbreviations. This is a list of abbreviations that are used in the ORCS. Full Retention Plan. This element will be included if the department has designated any records for full retention. It describes how the department plans to preserve the records over the long term. It should describe any plans to convert records to another medium, and any plans to destroy originals once the records have been converted. How to Use the ORCS. This is an optional element. It consists of an overview of how the schedule should be read, how to classify a record, and how to apply the retention periods. This information should supplement, but not replace, a departmental procedures manual. 3. Sections 3.1 Section Title Page If the ORCS has been divided into sections or blocks, each section will start with a section title page. The title page helps to distinguish one section from the next, and makes the ORCS easier to read. The section title page will contain the following elements: The title of the section The block of primary numbers assigned to the section (e.g ). 05 June 2007 Page 36 of 71

37 A section scope note that describes those records being classified and scheduled in the section. The scope note will identify the function or purpose of the records, and should give users enough information about the section that they will be able to determine the functions or subjects covered by the primaries within the section. 3.2 Primary Listing The primary listing is a list of the primaries within a section or in the ORCS. It is placed on the page after the section title page. The listing is designed to make the ORCS easier to navigate. The primary listing will include the following elements: Example of a Section Scope Note: Section 2, Buildings and Properties, organizes records related to facilities management. It includes the acquisition, construction, alteration, and repair of buildings that are owned, leased, or rented by the GNWT. It also includes records related to the acquisition, development, maintenance, and disposal of lands. In addition, Buildings and Properties organizes records related to the installation and maintenance of utilities, fire prevention, disaster plans, accommodations and the allocation of office space. The title of the section The block of primary numbers assigned to the section The primary number for each primary in the section The primary title for each primary in the section ORCS that are not divided into sections must include a primary listing for all of the primaries in the ORCS. It should follow the introductory material. 4. Primaries and Secondaries Each primary is given its own page in ORCS. Secondaries, with their retention schedules, are listed on the primary page in a table. The primary and secondaries page include the following elements: Title of the primary. The title must be prominently displayed at the top of the primary page. The title is bolded and displayed in a larger font than the rest of the primary page. The title is left justified on the page. Primary number. The primary number must be prominently displayed at the top of the primary page, on the same line as the title of the primary. It is displayed in the same bolded and enlarged font as the title of the primary. The primary number is right justified on the page. Primary scope note. The primary scope note consists of one or more paragraphs located immediately below the primary number and title. The primary scope note is used to describe the records that are classified in the primary. Its main purpose is to help users identify which primary and secondary they should use, so it must describe the types of records found in every secondary in the primary, other than the reserved secondaries. It should contain as much information as is necessary to make sure that 05 June 2007 Page 37 of 71

38 the correct records are classified in the primary. Be descriptive and use complete sentences. Abbreviations must be spelled out completely at least once in the scope note. At minimum the primary scope note must include the following elements: A function or purpose statement. This is the first sentence or the first few sentences in the scope note. It describes the purpose or business function for which the records were created. Function or purpose statements usually begin with one of the following phrases: Records related to... Records documenting... Records about... Contains records related to... This primary is used for records relating to... Example of a Primary Scope Note: Records related to the acquisition, planning, design, construction, operation, and maintenance of buildings that are owned by the Department. It includes operations and maintenance manuals, floor plans, copies of related contracts and leases, major renovations and expansion projects, fire prevention and mechanical systems, minor repairs, damage to buildings, reports, statistics and building disposal records. It also includes client charges, building occupancy charges, janitorial services, and copies of related contracts. Includes and used for statements. Includes statements and used for statements provide additional information about the function or subject of the records classified in the primary. Includes statements usually begin with one of the following phrases: It includes... It also includes... Used for statements usually begin with one of the following phrases: It is used for... It is used to... It is also used for... Examples. Examples identify particular types of documents that are classified in the primary, such as forms, reports, and applications. Examples may also be used to identify particular media that are classified in the primary. Identify forms by the title and form number. Examples statements usually begin with one of the following phrases: Examples of records include... Examples:... Excludes statements. Excludes statements may be used to explain what kind of records do not belong in the primary. They should only be used if stating that a primary does not include something helps to explain what it does include. Cross-references. Cross-references are used to direct users from one classification to another, either within the same ORCS, to another ORCS, or to ARCS. They are used where similarities between primaries may cause users to misclassify records. 05 June 2007 Page 38 of 71

39 Cross reference statements follow the format: For <subject or type of record>, see Primary <primary number>. Each cross-reference must be placed on a new line. Cross-references must be distinguishable from the scope note by using a bolded or italicized font. Notes. Procedural notes may be used to provide additional information on how records are to be classified and managed. Secondaries table. Secondaries are set out in a table that is located below the scope notes and cross-references. The table must have the following columns: Secondary number column. This is the first column from the left, and is used for the secondary number. Secondary title column. This is the second column from the left, and is used for the secondary title. Keep secondary titles short but descriptive. Avoid using abbreviations. Master file retention schedule. The master file retention schedule consists of three columns: Active (A). This column is used to show the retention trigger and/or the active storage period. Semi-Active (SA). This column is used to show the length of the semiactive/inactive period. Final Disposition (FD). This column is used for the abbreviation of the final disposition of the records. Copy file retention schedule. The copy file retention schedule consists of three columns. Active (A). This column is used to show the retention trigger and/or the active storage period. Semi-Active (SA). This column is used to show the length of the semiactive/inactive period. Final Disposition (FD). This column is used for the abbreviation of the final disposition of the records. 05 June 2007 Page 39 of 71

40 Example of a Secondary Table Secondary Classification Information Secondary Retention Schedules SECONDARIES MASTER FILE COPY FILE Secondary A SA FD A SA FD 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 10 Project Files S/O 7 D 3 nil D 15 Annual Project Reports 2 5 AS/D 2 nil D Retention and disposition notes. These are notes used to provide additional information about the retention trigger or the final disposition. They are placed below the secondaries table, and are usually in a smaller font. Example of a Retention and Disposition Note: SO* -- retain on site until the project is completed and the project report has been approved. SO** -- retain on site until license is cancelled. 5. Appendices Appendices are not a required part of an ORCS, but may be included to provide additional information that will assist users in using the schedule. Suggested appendices include: Index to the ORCS. An index is designed to help users classify their records. The index should contain keywords taken from the ORCS. It may also contain synonyms and related terms that may be used to look up a classification. Overview of electronic information systems. This appendix would be used to describe information systems that generate records or reports that are scheduled in the ORCS. Examples of information systems are the PeopleSoft system used for human resources management and the FIS system used to manage government finances. The overview should include the following: Name of the department responsible for the system Name of the system Purpose of the system Summary of the content of the system A description of how information is input, processed, and output from the system A description of how the system is maintained 05 June 2007 Page 40 of 71

41 A list of the related classifications in the ORCS Secondary scope notes. These are scope notes that are similar in format to a primary scope note, but which are used to provide detailed information on how different secondaries are used. Vital/essential records plan. This is an overview of how the department plans to identify and preserve its vital records. 6. Headers and Footers ORCS are formatted with footers. The footer includes the following elements: Abbreviations. The abbreviations include all abbreviations found on a primary page, including abbreviations in the column headings in the retention schedules, abbreviations for disposition triggers, and abbreviations for final dispositions. The title of the ORCS The records disposition authority number The section title and the block of primary numbers assigned to the section The date of the document The page number ORCS are not usually formatted with headers. However, if a department chooses to use headers, the following elements can be included: Name of the department Name of the division, if applicable Document status (e.g. Draft, Approved) Version number 05 June 2007 Page 41 of 71

42 Chapter 5: The Approval Process The purpose of this Chapter is to outline the process on how to submit an ORCS for final review and approval. A process flowchart is included at the end of this chapter. The following checklist will now be completed: The ORCS is complete and is in the format identified in Chapter 4; The ORCS has been reviewed and agreed to by the department; The records classification and retention has been reviewed by a Records Analyst in the Records Management Section of PWS; Legal, audit or other reviews have been completed; The NWT Archives has identified the records that they want to collect through final disposition; and The director or regional superintendent has signed a letter indicating that he or she wishes to submit the ORCS for approval. 1. Submitting the Approval Package The approval package will first be submitted for review and approval by the Records Manager, PWS, then the Territorial Archivist, ECE, and finally, the Deputy Head or designate for your department. The following identifies each of the program areas and what function(s) they will be performing through the review and approval process. 1.1 Records Manager, Public Works and Services The Records Manager, PWS will review the approval package to ensure that the retention periods are appropriate for the needs of the department and of the GNWT. By signing the cover sheet the Records Manager is also recommending to the Deputy Head or Designate that the ORCS be approved. 1.2 Territorial Archivist, Education, Culture and Employment The Territorial Archivist, ECE will review the approval package to approve the final disposition actions identified in the ORCS. The Territorial Archivist has final disposition approval authority assigned to the position through the Archives Act. 1.3 Deputy Head or Designate of Department Accountability for the management of the department s information has been assigned to the Deputy Head of the department through the Recorded Information Management Policy. The Deputy Head or Designate is approving the ORCS for use in the department. 05 June 2007 Page 42 of 71

43 2. ORCS Approval Your ORCS is approved for implementation and ongoing use when the signatures have been applied by the Records Manager, PWS, Territorial Archivist, ECE, and the Deputy Head or designate of your department. Once the Deputy Head or designate from your department has signed the ORCS. Forward one complete copy of the approval package (including signature page) to the Records Management Section of PWS and the NWT Archives of ECE. This will serve as notice to both the Records Management Section and the NWT Archives that the ORCS is complete, approved, and the classification, retention and disposition are ready for implementation within your department. 05 June 2007 Page 43 of 71